Pratibha Collage of Commerce and Computer Studies

Nigadi Pune-18.
2019-2020

A
Project Report
On

“ STATIONARY MANAGEMENT SYSTEM.”

Submitted in partial fulfillment of T.Y.B.B.A(C. A) Sem-VI
as laid down by the Savitribai Phule Pune University
2019-2020

Under Guidance of
Mrs.

Submitted By
Nikhil Naik (Roll no-1879)
Tushar Jagdale (Roll no-1788)

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 Seat No: -_____

Pratibha Collage of Commerce And

Computer Studies Nigadi Pune-18.

CERTIFICATE

This is to certify that Nikhil Naik and Tushar Jagdale has successfully completed the
project titled “STATIONARY MANAGEMENT SYSTEM” for T.Y.B.B.A(C. A) (Sem-VI)
of Savitribai Phule Pune University for the academic year 2019-2020.

Project Guide Vice-Principal & H.O. D Principal

(Computer Science)

Examiner 1:______________ Examiner 2:______________

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 ACKNOWLEDGEMENT

Every task goes to completion but matters how it is done and in how much time
it is done and what standard are followed. Since its very short duration project this
things matters lot.

So we would like to sincerely thank all those who have helped us in making
project a success. First of all we would like thank Mrs. Charushila Patil Mam who
guided us and provided valueable information about PHP Programming and details of
various important things, without whom such an interactive project was impossible to
do, also for letting us this great opportunity to test our skills through the creation of our
project part out syllabus.

We express our special thanks to Vice-Principal & H.O.D. Mr. Babasaheb Sangle Sir and all staff
members of Pratibha Collage of Commerce And Computer Studies Nigadi Pune-18 Pune who
have assist us throughout this project.

We finally thanks to all my college staff and my colleagues, for encouraging and
helping us in doing such a big Project. Our sincere thanks go towards the faculty of
our college for their kind co-operation and attention for the creation of this project.

Further, we wish to thank all persons, friends, who knowingly or unknowingly helped
us in completion of this project. If something is left, we are sorry for that.

Thank you every one!

Sincerely

Nikhil Naik

Tushar Jagdale

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 Index

Sr.N Topics Page No.

1 Introduction 7
2 Existing System 9
3 Proposed System 11
4 Fact Finding Techniques 13
5 Feasibility Study 15
5.1 Technical Feasibility -
5.2 Operational Feasibility -
5.3 Economical Feasibility -
6 Operating Environment 17
6.1 Hardware Specification -
6.2 Software Specification -
7 Analysis and Design 18
7.1 ER Diagram 19
7.2 Use case Diagram 20
7.3 Sequence Diagram 21
7.4 Class Diagram 22
7.5 Deployment Diagram 23
7.6 Data Dictionary 24-25
8 Screen Layout 27
8.1 Input Screen -
8.2 Output Screen -
9 Limitations 35
10 Conclusion 37
11 Bibliography 39

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 INTRODUCTION
Every college needs stationery products to carry out the day-to-day activities
which involves the use of various stationery products such as registers, files,
pens, printing papers, erasers, pencils, markers and many other things. However,
most of the colleges maintain a register for recording the transactions related to
the stationery products purchased for the college. Very few colleges use an
automated system software to carry out stationery products related activities.

College Stationery Management System provides an application software to carry

out activities regarding stationery products for the college which is an automated
system instead of making manual entries into books which consumes a great
amount of time.

This project intends to introduce the user friendly application software for various
related activities such as record purchase order from staff members, stationery
product requisition to suppliers, generate purchase orders for suppliers and
generate bills for accounts section and many other related processes.

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 OBJECTIVES

 To provide a software application for the stationery department of the

college.

 To bring in an easy user interface and interactive application which

provides feasible options to everyone associated with the application
directly and indirectly.

 To track the stationery stock and the bills that has been generated
previously.

 To keep data in a properly organized way and provide greater efficiency to

the users of this application.

 To reduce clerical work as most of the things will accomplished

automatically with the help of application software.

 To minimize time for processing of various tasks thereby reducing time

consumption.

 As the application stores sensitive information, we have provided security

features for the access authorization processes.

 This application helps the prevention of paper wastage as most of the

things are to be stored in the system thereby making it eco-friendly.

PROPOSED SYSTEM
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 This system provides a software application to carry out the tasks related to
stationery department of the college.

 This application helps to record entries and transactions, generate bills for
accounts section, make requisition to suppliers, etc.

 This system contains bills, and all the transactions associated with the
stationery department so that it can be referred later when needed.

 This application provides an easy user interface which helps the users to
learn the usage of the application easily and quickly.

 As of now, no automated system is present for stationery department of the

college. This is the first of its kind.

 This application is open source. So, we are helping others who want to
develop their own application by providing them the source code (without
any restrictions) so that it can be enhanced and modified according to the
needs.

 There is sensitive information which is associated with this system. So, we

have tried to improve the security features of the system.

SCOPE OF SYSTEM

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  This system provides assurance of proper accuracy and effectiveness
thereby improving the related services.

 This system provides better management by providing desired flexibility,

fast response ability, to support changes and ability to maintain quality
services.

 This system will have stronger controls like passwords and various level of
user access options will be added.

 Since this system has very sensitive information within it stored in the
database we have tried to provide the maximum security.

 We are going to develop the proposed system with an objective to

eliminate the running cost by overcoming the continuous stationery
expenses, manual storage need, and extra staff in the information resource
department of the organization.

 We have tried to develop this system keeping in mind the user of the
system. So, there is not much need of a trained professional to use this
system.

 We have made a very user friendly interface so that it can be easy to

access.

FACT FINDING TECHNIQUES

Analysis of the new system is very important to conduct before making the actual
product. It is important to collect the facts and relevant information to make a
useful and efficient product and to minimize the risk factor. The data collected in
the fact finding technique are examined to determine how well the system will be
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performing. The specific methods for finding information of the system are
termed as fact finding techniques.

The analyst may use more than one technique for investigation. Following are the
fact finding techniques:-

 Record

It is important to check records of the stationery department in order to get

an idea of how the things work in the department. Going through all the
books of accounts, bills and other such records helped to create a user
friendly system and it helped to create the application specifically for the
needs of the user.

 Observation

Observation technique involves the view of processes involved in the

stationery department of the college and noticing the minute details of their
procedures to develop the application with accurate information.

 Field Visits

This project required lots of field visits. We visited not only the stationery
department but also to the library department and accounts section to get a
view of how the things are coordinated with the accounts section
specifically to accept the bills and maintenance.

Operating Environment
. Software Requirement:

1. Internet Browser (Recommended: Google Chrome)

2. XAMM Server or Any Internet Host

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2. Hardware Requirement:

1. Minimum Dual-Core,

2. 2.0 GB memory capacity,

3. 500GB storage capacity hard disk

FEASIBILITY STUDY

The feasibility study is a major factor which contributes to the analysis and
development of the system. The decision of the system analyst whether to design
a particular system or not depends on its feasibility study.

Study of requirement analysis is done through different feasibility study.

Feasibility study is undertaken whenever a possibility of probability of improving

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the existing system or designing new system. Feasibility study helps to meet user
requirements.

It enables us to determine the potential of existing system and improving it. It

helps to develop a technically and economically feasible system. It helps to know
what should be embedded in the new system. It also helps to develop a cost-
effective system. We can make better utilization of available resources.

The project concept is feasible because of the following:

 Technical feasibility

Technical feasibility it is the study of hardware and software requirement

on which the application is to be used upon. It is important to consider the
budget of the system or the overall cost.
The proposed system is technically feasible as it can be developed easily
with the help of available technology. The proposed system requires
Microsoft Visual Basic 6.0 and back-end tool is Microsoft Access 2003 for
storing/maintaining database. No expert man power is required for this
purpose.

 Economic feasibility

This area is concerned with cost for the development and implementation
of the system. It also includes the maintenance of the system post
development. So the actual cost of the system is important before
designing a new system. The usage time period has to be determined so
that the company can analyze whether this system will prove beneficial to
the organization or not. All this is studied in economic feasibility study.

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 The design system will provide tangible as well as intangible benefits to
the organization.

 Operational feasibility

Automation makes lives easy. The proposed system is very user friendly
and the user is much easily able to interact with the system. Therefore the
users will readily accept the system as data entry and making queries can
be easily done.

 Legal feasibility

It includes the study that the current software doesn’t get the developers or
the college in legal problems under copyright acts or others. Utmost care
has been taken that the current software is free from all such legal troubles
and the source code is not copied from anyone. We have made sure that the
project undertaken will meet all legal and ethical requirements before the
project is on the table.

 Schedule/Time feasibility

A project will fail if it takes too long to be completed before it is useful.

Typically this means estimating how long the system will take to develop,
and if it can be completed in a given time period or not. Given our
technical expertise, are the project deadlines reasonable? Some projects are

Initiated with specific deadlines. It is necessary to determine whether the

deadlines are mandatory or desirable.

 Resource feasibility

It includes the study of whether the college has the technological resources
to undertake the project? Are the processes and procedures conducive to
project success? If not, then what will be the effects on the cost for the
software?

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13
14
15
16
17
18
Class Diagram

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Deployment Diagram

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Collaboration Diagram

Sequence Diagram

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Admin

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DFD 0 Level:-

23
DFD 1 Level:-

24
DFD 2 Level:-

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 DATA DICTIONARY

Admin Table:-

Fields Data type Description

A_name Text Admin name
Password Text Admin password
Phone_no Number Admin Contact
Address Text City

Supplier Table:-

Fields Data type Description

S_ID Number Supplier ID
S_name Text Supplier Name
S_address Text Supplier Address
S_contact Number Supplier Contact
Credit_limit Number Credit Limit

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Staff Table:-

Fields Data type Description

Staff_ID Number Staff ID
Staff_name Text Staff name
Staff_type Text Type(Permanent/Visiting)
Designation Text Designation
Deptname Text Department Name
Contact Number Staff contact
Password Text Staff Login password

Requisition_form Table:-

Fields Data type Description

R_ID Text Request ID
R_date Date/time Request date
A_name Text Admin name
Staff_name Text Staff name
Product_1 Text Product No. 1
P1qty Number Product quantity
Product_2 Text Product No. 1
P2qty Number Product quantity
Product_3 Text Product No. 1
P3qty Number Product quantity

Product Table:-

Fields Data type Description

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Product_ID Number Product ID
Product_name Text Product name
Amount Number Product amount

Quotation Table:-

Fields Data type Description

Q_ID Number Quotation ID
Q_date Date/Time Quotation date
A_name Text Admin name
S_name Text Supplier name
Product_1 Text Product 1 name
P1amt Number Product 1 amount
Product_2 Text Product 2 name
P2amt Number Product 2 amount
Product_3 Text Product 3 name
P3amt Number Product 3 amount
Total_amt Number Total amount
R_ID Number Requisition ID

Bill Table:-

Fields Data type Description

Bill_ID Number Bill ID
Bill_date Date/Time Bill Date

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A_name Text Admin name
Product_1 Text Product 1 name
P1amt Number Product 1 amount
P1qty Number Product 1 quantity
Product_2 Text Product 2 name
P2amt Number Product 2 amount
P2qty Number Product 2 quantity
Product_3 Text Product 3 name
P3amt Number Product 3 amount
P3qty Number Product 3 quantity
Bill_Amount Number Bill amount
Stock Table:-

Fields Data type Description

Product1_ID Number Product ID
Product_name Text Product name
Pqty Number Product quantity
Delivery_date Date/Time Product Delivery date
S_name Text Supplier name

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Screen Layout

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Main Menu:-

DashBord:-

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Add Brand:-

Add Catagary:-

32
Product:-

Orders:-

Manage Orders:-
33
Reports:-

Setting:-

34
Add User:-

User Details:-

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36
 ADVANTAGES AND LIMITATIONS

 Advantages

The system is very simple in design and to implement. The system requires very
low system resources and will work in almost all configurations.

It has got following advantages:

 User friendly application

 Open source application
 Secure database
 Simple coding techniques
 Easy maintenance
 Fast processing and handy
 Data can be updated easily
 Database records can be maintained in computers
 Easy Data Retrieval
 System reduces manual workload
 Redundancy of data is avoided
 Less error prone and accuracy is maintained
 Provides reports of data

 Limitations

 System is not multi-user.

 It can’t be connected to the internet
 Data loss can occur due to technical issues so it is necessary to make
backups at regular intervals of time.
 Initially, it may seem to be a costly investment but eventually it is
profitable as it saves money on manpower, materials, etc.

CONCLUSION

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Time and money are one of the most important factors to any organization.
Implementing such a software in the college stationery department can surely be
a profitable deal as this application helps to carry out tasks with ease and thereby
reduces time and money on manpower and materials. This is an open source
application so that others can edit and transform this system application
according to their needs.

Bibliography

1. Books:
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1. Programming Php

2. The Complete Reference Phps

2. Online Reference:

1. www.w3schools.com

2. www.theserverside.com

3. www.phppoint.com

4 www.letustechbysbg.com

5 www.draw.io

6 You Tube

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Thank You!

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